ACCOUNTING
ID Title Description Retention Disposition Function
1 Accounts Payable Amounts owed on open account for goods or services received. 4 years Destroy Accounting
35 Accounts Payable Invoices Bill for goods or services received 4 years Destroy Accounting
36 Accounts Payable Ledgers Ledgers of bills for goods or services received 4 years Destroy Accounting
37 Accounts Payable Vouchers Vouchers for goods or services received 4 years Destroy Accounting
38 Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services. 4 years Destroy Accounting
17 Annuity Records Statement of payroll deduction for employees' annuity plans. 4 years Destroy Accounting
2 Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. 4 years Destroy Accounting
39 Budget Printout - Periodic Periodic reports of expenditures, usually by department or account 4 years Destroy Accounting
40 Canceled Registration Files Record of canceled registrations, including amount owed, reason, etc. 4 years Destroy Accounting
41 Cash Books Record of institution's cash transactions showing a running balance 4 years Destroy Accounting
42 Cash Disbursement Journals Special journal used exclusively to record disbursements of cash 4 years Destroy Accounting
43 Cash Journal Journal of cash received 4 years Destroy Accounting
18 Cash Receipts Receipts for cash sales or cash received. 4 years Destroy Accounting
44 Cash Register Tapes 4 years Destroy Accounting
45 Chart of Accounts List of the accounts used by an organization with each account usually assigned a number or code 4 years Destroy Accounting
46 Dorm Contract Release Files Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board 4 years Destroy Accounting
47 Financial Aid Award Disbursement Records Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 years Destroy Accounting
48 Financial Aid Canceled Check Records Canceled checks, check stubs, and check journals showing payments for financial aid made to students. 4 years Destroy Accounting
49 General Ledgers Book containing a summary or detail of all transactions affecting the accounts of an institution. 6 years Archives. Review for historical value. Accounting
50 Inventory Control Record Active +6 years Destroy Accounting
19 Invoices Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment. 4 years Destroy Accounting
51 Journal Entries The means of entering details of a transaction into the accounting system. Journal entries are made in a journal and later posted to a ledger. Entry also includes a brief explanation. 4 years Destroy Accounting
52 Journals The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions. 6 years Destroy Accounting
53 Parking tickets - paid 4 years Destroy Accounting
54 Payroll Change Report - Classified Staff Bi-weekly listings of payroll adjustments processed through Personnel Services concerning full-time or part-time employee status, I.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period. 4 years Destroy Accounting
3 Petty Cash Records 4 years Destroy Accounting
20 Receipts 4 years Destroy Accounting
55 Registers 4 years Destroy Accounting
21 Requisitions Forms used to order goods and services. 4 years Destroy Accounting
56 Royalty Payments 4 years Destroy Accounting
57 Sales Receipts 4 years Destroy Accounting
59 Student Account Files Files on individual students' paid and unpaid accounts, including loan applications, correspondence, account activity record, etc. 4 years Destroy Accounting
60 Student Aid Accounting Billing Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money. 4 years Destroy Accounting
58 Student Dorm Contracts Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations. 4 years Destroy Accounting
61 Student Insurance Records Record of students enrolled in university or college health program. 4 years Destroy Accounting
22 Subsidiary Ledgers A book of accounts of an institution. 4 years Destroy Accounting
62 Surplus Property Records Active +6 years Destroy Accounting
63 Telephone Expense Records Periodic reports of long distance and local phone charges. 4 years Destroy Accounting
23 Travel Expenses Record of expenses incurred on official travel. Used to receive reimbursement. 4 years Destroy Accounting
4 Tuition Remission Applications Record of tuition waivers for employees and dependents. 4 years Destroy Accounting
64 Unemployment Insurance Payments 4 years Destroy Accounting
65 Union Dues Membership List - Classified Staff Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department. 4 years Destroy Accounting
66 Vending Commission Income Records Record of money received as commission on vending contracts 4 years Destroy Accounting
67 Voucher Register Journal in which accounts payable and their payments are recorded. 4 years Destroy Accounting
24 Vouchers A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction. 4 years Destroy Accounting
68 Workers Compensation Payments 4 years Destroy Accounting